RFP 325-476 Ft. Worden-CampusBuildings-RFP.pdf

COMPETITIVE SOLICITATION

WITH SUPPLIER DIVERSITY STRATEGY - REQUEST FOR BID PROPOSALS

RFP 325-476 Fort Worden State Park Campus Buildings Appraisal

BRIEF DESCRIPTION: The Washington State Parks and Recreation Commission (State Parks) is soliciting proposals from qualified firms to provide an Appraisal Report of the properties at Fort Worden State Park, property ID Number 101351001 to include seventy-six (76) buildings.

The interests to be appraised in the property(ies) shall be: provide a value for the as is fee simple interest of the properties, including site utilities & associated parking for each building.

PRIORITY STATEMENT: Because the contract is estimated to be less than $150,000, State Parks will award to the lowest responsive and responsible bid from a small or veteran-owned business, unless none of these businesses meet the criteria.

Bids are due: Monday January 6, 2025 by 1:00 PM, PST.

ELECTRONIC BID RESPONSES ONLY: Bid responses will only be accepted electronically via Email/Email Attachment to BidBox@parks.wa.gov. (PDF scan encouraged). See Section 5.1 –

Submission of Responses for expanded details.

Procurement Coordinator: Dolly Gunn, contracts@parks.wa.gov

Email Inquiries to: contracts@parks.wa.gov

• See also (special communication instructions) §2.1, §2.3, §2.4.

WA State’s Official Bid Notification System: Bidders are responsible for properly registering in the Washington’s Electronic Business Solutions (WEBS) system, https://fortress.wa.gov/ga/webs/ and downloading the solicitation document and all appendices and incorporated documents related to this solicitation. WEBS Registration Information:

https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips.

WEBS is the system of record for this competition. Alternatively, you can also access the bid documents for reference purposes at www.parks.wa.gov/contracts by clicking on the State Purchasing link. However, please note that the official channel for notifications and updates is through WEBS and any RFP addenda, amendments or Bidders’ questions-&-answers will only be provided to those bidders who have registered with WEBS. Failure to do so may result in a Bidder having incomplete, inaccurate, or otherwise inadequate information.

It is each Bidder’ responsibility to fully read and understand all provisions of this RFP. If a Bidder does not fully understand any portion of this RFP, the Bidder should contact the Procurement Coordinator.

It is the responsibility of each Bidder to carefully read, understand, and follow all of the instructions contained in this RFP and all amendments hereto.

mailto:BidBox@parks.wa.gov mailto:contracts@parks.wa.gov mailto:contracts@parks.wa.gov https://fortress.wa.gov/ga/webs/ https://des.wa.gov/services/contracting-purchasing/doing-business-state/webs-registration-search-tips http://www.parks.wa.gov/contracts

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TABLE OF CONTENTS

1 INFORMATION ABOUT THE PROCUREMENT

1.1 ACQUISITION AUTHORITY

1.2 PURPOSE OF THE PROCUREMENT – AWARD A CONTRACT

1.3 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES

2 DEADLINES, PREBID CONFERENCE, QUESTIONS AND PROCUREMENT SCHEDULE

2.1 COMMUNICATION REGARDING THIS COMPETITION

2.2 Prebid Conference

2.3 QUESTION AND ANSWER PERIOD

2.4 COMPLAINT PERIOD

2.5 PROCUREMENT SCHEDULE

3 SPECIAL TERMS

3.1 ADVANCED PAYMENT PROHIBITION

3.2 BUSINESS STRUCTURE & EMPLOYEES (Compliance with Law)

3.3 THE RESULTING CONTRACT AND ITS TERMS AND CONDITIONS

4 RESPONSES - REQUIRED CONTENT, FORMAT, AND SCORING:

4.1 CHECKLIST OF REQUIRED SUBMITTALS

4.2 (APPENDIX A) – BIDDER’S CERTIFICATIONS, ASSURANCES, AND WAIVER

4.3 (APPENDIX B) – BIDDER’S PROFILE

4.4 (APPENDIX C) – bid PRICE

4.5 EXPERIENCE AND EXPERTISE

4.6 Work plan and project schedule

4.7 (APPENDIX D) - REFERENCES

4.8 (APPENDIX E) – Diverse Business Inclusion Plan – Subcontractors

5 RESPONSES – PREPARATION, SUBMISSION REQUIREMENTS AND PREFERENCES

5.1 SUBMISSION OF RESPONSES

5.2 RESPONSE LAYOUT REQUIREMENTS

5.3 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCE

6 EVALUATION AND AWARD

6.1 BID RESPONSIVENESS

6.2 BIDDER RESPONSIBILITY ANALYSIS

6.2.1 REJECTED BIDS/BIDDERS & REJECTION NOTIFICATION & REJECTION

RESPONSE

6.3 GENERAL EVALUATION PROVISIONS

6.4 EVALUATION OF COMPLETION BY DATE

6.5 EVALUATION STEPS

6.5.1 Preliminary Evaluation (Procedural)

6.5.2 Substantive Evaluation: Phase 1

6.5.3 Substantive Evaluation: Phase 2 (Optional)

6.6 ORAL PRESENTATION (OPTIONAL)

6.7 Oral Presentations Evaluation CRITERIA (OPTIONAL)

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6.8 SELECTION OF APPARENT SUCCESSFUL BIDDER

7 ANNOUNCEMENT OF ASB, PUBLIC DISCLOSURE, DEBRIEF, AND PROTESTS

7.1 ANNOUNCEMENT OF APPARENT SUCCESSFUL BIDDER (ASB)

7.2 PROCUREMENT RECORDS DISCLOSURE

7.3 DEBRIEFING OF BIDDERS

7.3.1 How To Request A Debrief Conference

7.3.2 Debrief Meeting, Discussion, And Delay

7.3.3 Debrief Is A Prerequisite For Protest

7.4 PROTEST

7.4.1 General:

7.4.2 Form And Content:

7.4.3 Content Limitations:

7.4.4 Submission Of Protests

7.4.5 Grounds Which May Be Protested

7.4.6 Manager Assignment And Review

7.4.7 Protest Determinations And Findings

7.4.8 Agency Decision is final

8 ADDITIONAL GENERAL PROVISIONS FOR ALL BIDDERS

8.1 ANNOUNCEMENT AND SPECIAL INFORMATION

8.2 CONTRACTING WITH CURRENT OR FORMER STATE EMPLOYEES

8.3 AMENDMENTS TO THE COMPETITION

8.4 RESPONSIVENESS OF BIDDER’S RESPONSE

8.5 CLARITY AND CLARIFICATIONS

8.6 COST OF RESPONSE PREPARATION

8.7 OWNERSHIP OF RESPONSES

8.8 FINAL SELECTION & NO OBLIGATION

8.9 INCORPORATION OF RESPONSE IN CONTRACT

8.10 STATEWIDE VENDOR PAYMENT REGISTRATION

8.11 WEBS REGISTRATION

8.12 POLYCHLORINATED BIPHENYLS (PCBS) NOTICE

8.13 SMALL AND DIVERSE BUSINESS

8.14 ACCESS EQUITY CONTRACT REPORTING

8.15 PUBLIC DISCLOSURE & WAIVER OF PROPRIETARY INFORMATION

8.16 CIVIL RIGHTS COMPLIANCE

9 APPENDICES AND EXHIBITS

9.1 (APPENDIX A) – BIDDER’S CERTIFICATIONS, ASSURANCES, AND WAIVER

9.2 (APPENDIX B) – BIDDER PROFILE

9.3 (APPENDIX C) – BID PRICE (must be legible)

9.4 (APPENDIX D) - REFERENCES (must be legible)

9.5 (APPENDIX E) – DIVERSITY BUSINESS INCLUSION PLAN - SUBCONTRACTORS

9.6 (EXHIBIT A & B) – Fort Worden Campus Map

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1 INFORMATION ABOUT THE PROCUREMENT

This section describes the purpose of the competitive solicitation and provides information about this procurement, including the potential scope of the opportunity.

1.1 ACQUISITION AUTHORITY

In accordance with RCW Chapter 39.26, the objective of this Request for Proposals (RFP) is to procure the goods and/or services described herein. State agency purchases must follow a competitive solicitation process, ensuring that the contract is awarded to the lowest responsive and responsible bidder.

This process ensures fairness, transparency, and accountability in procurement. By following these guidelines, we seek to obtain the best value for the state while maintaining the integrity of our procurement practices. All bidders must meet specified criteria and demonstrate their ability to fulfill contract requirements. The evaluation will consider both the price and the bidder’s ability to perform the contract effectively and efficiently.

1.2 PURPOSE OF THE PROCUREMENT – AWARD A CONTRACT

The purpose of this Competitive Solicitation is to receive competitive bids to evaluate and, as appropriate, award a contract for State Parks. The contract will be to provide an Appraisal Report of the properties at Fort Worden State Park, property ID Number 101351001 to include seventy-six (76) buildings. The interests to be appraised in the property(ies) shall be: provide a value for the as is fee simple interest of the properties, including site utilities & associated parking for each building as shown in Exhibit A and B. Contractor must conclude a specific value for the entire project/campus, in addition to a value range up to 15%. All valuations shall be included in one report, under one cover. In the event that additional buildings are identified and added to the scope of work after the initial contract award, the resultant contract will be amended via negotiation to add the additional buildings.

This document contains a campus map in Exhibit A and a list of campus buildings in Exhibit B.

CONTRACT TERM

This contract is anticipated to be fully completed by June 30, 2025.

State Parks is interested in having the work on this project completed as soon as possible, within three months of contract execution, or sooner.

Any extension shall be for the same terms and conditions as set forth in this Contract and can be extended at the sole discretion of the state. The Contract is subject to earlier termination.

ESTIMATED CONTRACT VALUE

The total value of the services of this contract may not exceed seventy-five thousand dollars ($75,000.00). Offeror’s proposed cost will be evaluated as described in section 4.4.

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REQUIREMENTS

Bidder must be registered to do business in the state of Washington (hold a Universal Business Identifier (UBI)). If awarded the contract, the successful bidder must obtain a UBI number within 24 hours to avoid being considered non-responsive.

The Contractor named/listed in the Contract will be the only authorized person to complete the Appraisal Report. No assignment of the Contract shall be allowed.

The Contractor shall email a .pdf (less than 10 MB in size) of the Appraisal Report to the Commission representative and provide one (1) hard copy of an Appraisal Report (as defined by USPAP) valuing the interests described herein in the real properties described above and identified in Exhibit A (map) and Exhibit B (building list).

The Appraisal Report must be completed and delivered to the Commission within three (3) months of the Contractor’s receipt of notice to proceed, but sooner if possible.

All contacts for site investigations shall be directed through and made with the Commission representative.

The Commission has identified the following representative responsible for providing information to the Contractor and monitoring the performance of the Contract:

Tanya Moore, Property & Acquisition Specialist Washington State Parks and Recreation Commission Real Estate Program

The Contractor shall contact the Commission representative and offer the opportunity to accompany the Contractor on the inspection of the properties.

The Contractor will prepare an Appraisal Report in conformance with the Uniform Standards of Professional Appraisal Practice published by The Appraisal Foundation (USPAP), which includes, but is not limited to, the following:

1. Appraisal report must include a statement of assumptions and limiting conditions. If the Contractor utilizes Extraordinary (Special) Assumptions and/or Hypothetical Conditions, these must specifically be reviewed & approved by RCO for compliance with RCO policies.

2. Appraisal report must include consideration of any existing encumbrances that could impact property value. If the Contractor assumes that any encumbrances having a detrimental impact on value will be cleared prior to a sale closing, and would consequently dismiss the value impact, the Contractor must list those encumbrances.

3. Contractor must conclude a specific value in addition to a value range.

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INSTRUCTIONS AND SPECIFICATIONS

The purpose of the Appraisal Report is to estimate the current market value of the interests described herein, subject to any outstanding encumbrances, including easements and rights of way for utility lines, roads, ditches, dikes, etc. The Appraisal Report shall be utilized to provide a sound basis on which to base future planning and development projects. Unless otherwise provided for under the Contract, the Contractor shall adhere to the following instructions:

1. The Contractor shall thoroughly familiarize themself with the properties as well as other properties in the area that are in the same ownership and may be utilized as an integrated unit. The Contractor shall fully explain any severance damages.

2. The market value estimate for such properties shall include consideration of land and any improvements attached thereto classified as real estate. The Contractor will appraise the properties as if the rights to be obtained were available on the open market. No existing agreements providing options to purchase are to be considered.

3. Sales relied upon for valuation purposes shall be verified with each grantor and/or grantee and physically inspected. Particular attention is to be exercised in determining the validity of the transaction and whether it is an “arm’s length” sale. The Contractor will identify and analyze terms and conditions related to each sale whenever possible. Also, the Contractor shall explain reasons for eliminating the consideration of any sales in the vicinity of the properties.

4. The Contractor shall contact the Owners of Record and offer the opportunity to accompany the Contractor on the inspection of the properties. The Contractor shall also contact the Commission representative well in advance of the inspection date to allow him/her the opportunity to be present during said inspection.

5. Valuation shall consider leasehold interests, if any, and the absence or presence of mineral rights, tidelands, and shorelands.

6. Valuation shall consider any rights, title, and interest in and to all trees, crops, oil, gas, sand, gravel, or water rights, if any.

7. Valuation shall consider any rights, title, and interest in and to all easements, rights-of-way and other rights used in connection with said real property(ies), including, but not limited to, maintenance easements, rights to adjacent streets, roads, alleys, and rights-of-way. Specifically, describe the existing physical access to the property and the location of legal access to the public roadway, if known.

8. Any unusual conditions or problems not mentioned in the Contract, but which may be discovered by the Contractor in performance of his/her assignment, shall be explained and considered in the valuation.

9. The Contractor shall follow current professional appraisal practices giving consideration to the three primary approaches to value: cost less depreciation, income and the comparative (market) approach, unless otherwise specified in the Contract. Should any of these approaches to value not be applicable to the assignment, this contractual obligation can be fulfilled by identifying that approach to value together with a brief explanation for its omission (i.e., an appraisal involving land valuation only).

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10. It is agreed by Commission and the Contractor that if the Contractor does not timely provide or perform the requirements referred to or listed in this Scope of Work, damage to Commission will result. The damages to the Commission resulting from the same would be difficult or impractical to ascertain. The liquidated damages specified herein represent a good faith effort to quantify the harm that could reasonably be anticipated at the time of the making of the scope of work. The damages provided in this section are just and reasonable. Therefore, Commission and the Contractor agree that if the Contractor does not meet the mutually agreed upon performance or deliverable dates as a result of Contractor’s action(s) or failure to act, then there shall be assessed against the Contractor, as fixed and agreed liquidated damages, the sum of One Hundred, and No/100ths Dollars ($100.00) per day. Commission may, at its discretion, and after notifying the Contractor, withhold the assessed liquidated damages from payments to the Contractor, or invoice the Contractor therefore, in which case the Contractor shall pay said damages within 30 days of the date of invoice. Nothing in this provision shall be construed as relieving the Contractor from performing all requirements in this Scope of Work. Moreover, Commission reserves the right to enforce or to seek other remedies without limitation for failure of the Contractor to perform any contract duty pursuant to this Scope of Work.

11. The Contractor shall email a .pdf of the Appraisal Report and shall deliver one (1) hard copy of the Appraisal Report to the Commission representative. Appraisal Report shall be bound in book fashion on the left margin in a durable cover with an identification of the properties on the cover. The pages shall be numbered consecutively, including all exhibits, and each important heading shall be shown in the table of contents with reference to page number. To provide uniformity for the Commission, the text shall be organized as follows to the extent practicable:

A. Letters of Transmittal.

B. Title Page(s). This shall include:

1. Reference to any contractual arrangements between Commission and Contractor;

2. Project and property identification including county location, address, and tax parcel numbers;

3. Contractor’s representative responsible for the appraisal report;

4. Effective date of the appraisal;

5. Property owner’s name, addresses and telephone number; and

6. Summary of conclusion of value.

C. Table of Contents.

D. Purpose of Appraisal. Specify the purpose of the appraisal and a definition of the property rights appraised.

E. Property Identification (maps, legal description and surveys). Include maps of the properties and general area, address and legal description. Lengthy legal descriptions may be referenced and included in the addendum. The Contractor shall make a search of county records for any recorded surveys of the property(ies) and abutting properties and shall include those surveys in the Appraisal Report.

F. Photographs. Include photographs showing all sides of any major improvements, any unusual features, and all abutting properties. Photos of all comparable sales shall be included. Except for an overall location view, photographs shall be bound as pages

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G. Area, City, and Neighborhood Data. Keep general social and economic data to a minimum and include only those facts that are considered to be essential in formulating the Contractor’s conclusions as to significant trends.

H. History of Conveyance. Include all property sales and transfers for at least five (5) years preceding the appraisal or the last known conveyance of the properties. For each transaction or transfer, specify the date, principals, and consideration.

I. Property Data.

1. Site. Describe soil, topography, mineral deposits, easements, etc. If there is any indication that mineral deposits have more than a nominal commercial value, explain.

2. Hazardous Materials. Explain any indication of hazardous materials either on or abutting the site.

3. Improvements. Provide a narrative description including dimensions of principal buildings/or improvements.

4. Equipment. Provide a narrative description including the condition of equipment.

5. Condition. Evaluate the current condition and relative use and obsolescence of all improvements. Summarize estimated cost to cure any property deficiencies or obsolescence, including the cost to repair or replace improvements as needed to restore the property to a usable condition.

6. Assessed Value. Include the current assessment and real estate taxes.

7. Zoning. Describe current zoning and any land use restrictions for the property(ies) and comparable properties and investigate potential rezoning.

J. Analysis of Highest and Best Use. Determine the highest and best market use that can be made of the properties (including improvements, machinery and equipment where applicable). Base the valuation on this use unless otherwise indicated. In no case shall the properties be appraised for the highest and best use with the value of the improvements added if the improvements do not contribute to the market value of the land under the highest and best use.

K. Land Value. The Contractor’s opinion of the value of the properties shall be based upon its highest and best use, regardless of any existing structures, and shall be supported by confirmed current factual data (sales and offerings) of comparable, or nearly comparable, lands having like optimum uses. The Contractor shall weigh and explain differences to show how they affect the value of the properties being appraised.

L. Value Estimate. The Contractor shall consider the primary approaches to value listed below, but utilize the most appropriate approach(es) for valuation analysis and provide an explanation of their rationale:

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• Cost Approach. Determine reproduction or replacement cost based on computational data (indicate all data sources). The Contractor shall explain physical deterioration, functional and economic obsolescence in narrative form.

(This procedure may be omitted on real and personal property for which only salvage or scrap value is estimated.)

• Income Approach. Include adequately detailed factual data to support all estimates, including estimated gross rent or income and total expenses including reserves for replacements. Capitalization of net income shall be at the rate prevailing for this type of property and location. Explain the capitalization technique, method, and rate used in narrative form, supported by a statement of sources of rates and factors.

• Comparative (Market) Approach. Confirm all comparable sales used with the buyer, seller, broker, or other person having knowledge of the price, terms, and conditions of sale. Evaluate each comparable sale with specific explanations and documentation for any value adjustments made in relation to the properties. Explain in detail the reasoning and conclusions behind the final value estimate. For each comparable sale, the Contractor shall provide maps showing the general location, a detailed site plan, and either a recorded survey, assessor’s parcel map or plat map. Unless the Contractor is authorized in advance by the Commission's representative, the Contractor shall not use past Commission purchases as a basis for comparative analysis.

1.3 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCES

State Parks will apply the following Washington State procurement priorities and preferences to this Competitive Solicitation which, as set forth in Section 5.3, will impact the evaluation of bids for this Competitive Solicitation:

MANDATORY AWARD TO SMALL OR VETERAN-OWNED BUSINESS: As of April 1, 2023, State Parks is required to award competitively procured services contracts with an initial value less than $150,000 to the highest-ranked responsive and responsible Small or Veteran-Owned Business, unless there was no responsive and responsible Proposal from a Small or Veteran-Owned Business, per DES Policy DES-090-06, Supplier Diversity section.

Given that the contract is estimated to be less than $150,000, State Parks intends to award a contract to the lowest responsive and responsible bid from small businesses (as defined in RCW 39.26.010(22)(a)) or veteran-owned businesses under RCW 43.60A.190, unless none of these businesses are deemed responsible and responsive to this solicitation.

All bidders must meet specified criteria and demonstrate their ability to fulfill contract requirements. The evaluation process will consider both the price and the bidder’s capacity to fulfil the contract effectively and efficiently.

This approach not only supports small and veteran-owned businesses but also aligns with our commitment to supplier diversity and equitable business opportunities. By promoting competitive procurement and prioritizing these businesses, we are fostering a diverse and inclusive marketplace that benefits all involved parties.

CERTIFICATION: State Parks, in accordance with Washington law, encourage small and diverse businesses to compete for and participate in state procurements as contractors and as subcontractors.

https://www.des.wa.gov/policies-legal/supplier-diversity-des-090-06

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Include proof of certification issued by the Washington State Department of Veteran Affairs or self-certify as a small business through WEBS at the time of competition. You may also include proof of certification from the Washington State Office of Minority & Women’s Business Enterprises (OMWBE). If you are a small business registered in Washington's Electronic Business Solution (WEBS), we will verify your registration to determine eligibility.

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2 DEADLINES, PREBID CONFERENCE, QUESTIONS AND PROCUREMENT SCHEDULE

This section identifies important deadlines for this Competitive Solicitation, where to direct questions regarding the Competitive Solicitation, and the process for potential amendments or modifications to the Competitive Solicitation.

2.1 COMMUNICATION REGARDING THIS COMPETITION

All communication should be directed to the State Parks Contracts and Grants Program (CGP) via the Procurement Coordinator's email listed on the face page. Contacting other State Parks staff may result in disqualification. Only responses posted on WEBS are official;

all other communications are unofficial and nonbinding. State Parks reserves the right to amend this solicitation.

2.2 PREBID CONFERENCE

Bidders are invited to a virtual prebid conference via Microsoft Teams, where they can ask questions and request changes. Interested bidders must RSVP to contracts@parks.wa.gov by the date specified in Section 2.5 – Procurement Schedule, with the bid identification number and "RSVP" in the subject line (e.g., "RFP # RSVP"). A meeting link will be sent the next day. The conference date and time are also in Section 2.5.

Attendees should not display video and keep their microphones muted if not speaking. If the conference fails or you have additional questions, send them by 3 PM (PST) on the same day. Responses will be posted on WEBS. State Parks is not responsible for technical issues or participation failures. Questions raised at the pre-bid conference and during the Q&A period will be answered and responses posted to WEBS. Attendance of the pre-bid is optional, you do not have to attend the pre-bid conference to submit a proposed bid.

State Parks reserves the right to amend and modify this Competitive Solicitation.

2.3 QUESTION AND ANSWER PERIOD

Bidders may ask questions at any time, but responses must be posted on WEBS before the bid’s due date to allow bidders to respond. The final day for questions to receive a formal response is in Section 2.5 – Procurement Schedule.

Send questions to contracts@parks.wa.gov with the bid identification number and "Question" in the subject line (e.g., "RFP # Question"). Only responses posted on WEBS are official; all other communications are unofficial and nonbinding.

2.4 COMPLAINT PERIOD

Bidders should first address concerns during the Question-and-Answer period. If a complaint is necessary, refer to Section 2.5 – Procurement Schedule for the Complaints Period. Complaints outside this period will not be considered. Send complaints to contracts@parks.wa.gov with the bid identification number and "Complaint" in the subject line (e.g., "RFP # Complaint"). Failure to mark correctly may result in the complaint being missed. Responses will be posted on WEBS; only these responses are official.

Bidders must follow these procedures for complaints to be considered. Complaints must be in writing, sent to the Procurement Coordinator before the deadline, to the specified email address, and with the correct subject line. The complaint must state its basis and propose a remedy Only complaints that fall into the categories below and stipulate an issue of fact shall be considered:

• The solicitation unnecessarily restricts competition.

• The solicitation evaluation or scoring is unfair or flawed; or mailto:contracts@parks.wa.gov mailto:contracts@parks.wa.gov

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• The solicitation requirements are inadequate or insufficient to prepare a response.

2.5 PROCUREMENT SCHEDULE

Any stated time is Pacific Time Zone (local time).

Activity Due Dates Time

RSVP Prebid Conference

12/3/2024

See additional details in Section 2.2 – Prebid Conference.

1:00PM

Prebid Conference

12/5/2024

See additional details in Section 2.2 – Prebid Conference

1:00PM-

1:30PM

Question Deadline

12/13/2024

See additional details in Section 2.3 – Question and Answer Period.

1:00PM

Answers

Posted

No later than 12/18/2024, anticipated but may take longer. All Answer Responses will be posted on WEBS. See Section 2.3 – Question and Answer Period

Complaint Period Ends

12/30/2024

See additional details in Section 2.4 – Complaint Period.

Complaints received before or after the Complaint period will not be considered.

1:00PM

Bid Due Date 1/6/2025

See also: Section 4 - Responses – Required Content, Format, and Scoring. See also Section 4.1 Checklist of Required Submittals

1:00PM

Oral Presentations

The Oral Presentation criteria and instructions will be provided by email to the short-listed firms, if needed. (OPTIONAL)

Announcement of Apparent Successful Bidder (ASB)

After the Bid’s due date (deadline to submit bid responses) and following the evaluation, the state will Announce the Apparent Successful Bidder (ASB). See additional details in Section 7.1 – Announcement of Apparent Successful Bidder.

Debriefing of Bidders

The Bidder wanting a Debrief must request a Debrief within three business days following the day of the Announcement of Apparent Successful Bidder (ASB). See additional details in Section 7.3 – Debriefing of Bidders

Protest The DEBRIEFED Bidder wanting to submit a protest must submit a Protest within five business days following the day of the Debrief. See additional details in Section 7.4 - Protests

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3 SPECIAL TERMS

This section outlines special terms for this Competitive Solicitation that bidders will need to review and adhere to in order to comply with the requirements.

3.1 ADVANCED PAYMENT PROHIBITION

Payment is based on provided goods and services only, following proper documentation and invoicing. No payment will be made for non-designated goods or services. Per Washington’s Constitution Article 8, Section 5, progress payments are allowed, but no payment will be made before work is completed, delivered, and accepted. This includes deposits and security deposits.

3.2 BUSINESS STRUCTURE & EMPLOYEES (Compliance with Law)

State Parks may require proof that your firm is legally licensed and compliant with all business and employee-related laws, including taxes, licenses, and employee insurance, during bid evaluation, contract execution, or the contract's duration. State Parks may contact any necessary entity to validate compliance. Additionally, they may require information verifying your business structure and employment status. Failure to provide timely information may result in bid rejection or contract termination. Non-compliance with laws and regulations may also lead to bid rejection or contract termination. Information is available from state agencies such as the Department of Revenue, Labor and Industries, Secretary of State, and Employment Security Department.

3.3 THE RESULTING CONTRACT AND ITS TERMS AND CONDITIONS

A sample contract is provided at the end of the competition document to help bidders understand State Parks’ typical terms and conditions. Any resulting contract will include these terms and conditions. Bidders should review the sample, assess the risks and rewards, and bid accordingly. Selected bidders (Apparent Successful Bidders or ASB) often try to negotiate terms, but such negotiations will likely not be entertained. Bidders should consider all risks when forming their bid response.

Each Bidder’s submission of its Response confirms that Bidder’s consent to these terms and conditions.

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4 RESPONSES - REQUIRED CONTENT, FORMAT, AND SCORING:

This section describes the information required for the Competitive Solicitation and outlines how your bid will be scored. Additionally, bidders must review and adhere to the Competitive Solicitation requirements, including those detailed in the exhibits, which specify the information that must be provided for a bid to be considered responsive.

4.1 CHECKLIST OF REQUIRED SUBMITTALS

The following list in the table in this subsection identifies the content that must be included in each responsible submission (Bidder’s bid response). Any response that does not contain all of these items may be rejected as non-responsive. Each item is discussed in more depth in the sections following the Table.

# Submittal

Scored by Points and/or Low Price and/or

Pass/Fail

For Reference:

See Appendix Or

Section

Bidder Mark if Provided

(failure to provide as instructed may result in bid rejection)

Bidder’s Certifications (form provided, must be signed)

Pass/Fail Appendix A, Section 4.2 Section 9.1

2 Bidder’s Profile (form provided) Pass/Fail

Appendix B, Section 4.3 Section 9.2

3 Bid Price (form provided) Up to 40 points Appendix C, Section 4.4 Section 9.3

Experience and Expertise (self-authored) Up to 20 points Section 4.5

5 Work Plan and Project Schedule (self-authored) Up to 40 points Section 4.6

6 References (form provided) Pass/Fail

Appendix D, Section 4.7 Section 9.4

Diverse Business Inclusion Plan – Subcontractors (form provided)

Pass/Fail Required if using subcontractors

Appendix E, Section 4.8 Section 9.5

Total points available are 100, with a minimum of 60 points required for a bid to be considered responsive. If a Washington Small Business or Certified Veteran-Owned Business does not meet the minimum points, the bid will be deemed non-responsive and rejected.

The table serves multiple purposes:

1. Specifies the submittals bidders must provide to State Parks in their bid response.

2. Acts as a checklist to ensure all required materials are included.

3. If State Parks does not provide a form, the bidder must "self-author" a response to fulfill the requirement.

The table also indicates whether submittals will be scored based on points, low price, or pass/fail and provides a courtesy reference linking the submittal to other sections of the document.

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General Evaluation Continuum

Bidder demonstrates renowned experience and/or the least or no risk, and/or ideal fit for what is being sought by State Parks (most points)

Bidder demonstrates considerable experience, and/or some minor risk, and/or a close but not ideal fit for what is being sought by State Parks.

Bidder demonstrates solid experience, and/or mild risk, and/or fair fit for what is being sought by State Parks.

Bidder demonstrates adequate experience, and/or medium risk, and/or mediocre fit for what is being sought by State Parks.

Bidder demonstrates limited experience, and/or high risk, and/or poor fit for what is being sought by State Parks.

(low points)

Bidder demonstrates no experience, and/or grave risk, and/or a bad fit for what is being sought by State Parks (no points)

4.2 (APPENDIX A) – BIDDER’S CERTIFICATIONS, ASSURANCES, AND WAIVER

A FORM is provided for this part of your bid response. See APPENDIX A – Bidder’s Certification, Assurances, and Waiver.

The Certifications must be executed as written in Appendix A. Failure to execute the Appendix in its official form will result in the Bidder’s Proposal being disqualified.

Appendix A – Bidder’s Certifications is evaluated on a pass/fail basis.

The certification must be signed and submitted by a duly authorized representative for the bidder.

4.3 (APPENDIX B) – BIDDER’S PROFILE

A FORM is provided for this part of your bid response. See APPENDIX B – Bidder’s Profile.

The Bidder’s Profile provides general information about the bidder and/or its corporate entity. It is important to fully read the Bidder’s Profile, as there may be additional pages that the bidder must self-author and attach, depending on the bidder’s response.

Appendix B – Bidder’s Profile must be substantively completed and is evaluated on a pass/fail basis.

Note: The Bidder’s Profile must be complete. Where there are choices, the bidder must check a box.

4.4 (APPENDIX C) – BID PRICE

A FORM is provided for this part of your bid response. See APPENDIX C – Bid Price.

The award is made to the responsive and responsible bidder and who has the highest score and the lowest price. See also Section 1.3 Washington State Procurement Priorities and Preferences.

All costs should be rolled in, except for sales tax. The bidder's not-to-exceed amount must factor in all cost drivers such as travel, shipping, packaging, and material costs. Washington State government agencies do pay sales tax, but it should appear separately on the invoice and not as part of the not-to-exceed amount on the Bid Price provided by the bidder.

Failure to identify all costs in accordance with the instructions in this Competitive Solicitation is sufficient grounds for disqualification.

This part of the bid response is scored up to 60 points with a pro rata share for higher-cost bids. For example, if three bids are received (A @ $25, B @ $26.50, C @ $50):

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• Bid A get 60 points (25/25 = 1.0 x 60 points = 60),

• Bid B gets 56.60 points (25/26.50 = .943 X 60 points = 56.60),

• Bid C gets 30 points (25/50 = .5 X 60 points = 30).

COST CONTROL: A bid may be deemed non-responsive if it exceeds the average of all other bids by 20%.

Inclusive Pricing: Bidders must identify and include all cost elements in their pricing. If awarded a contract, the total price for the goods and/or services shall be the bidder’s price as submitted. Except as provided in the contract, there shall be no additional costs of any kind.

Credit Cards (P-Cards): If awarded a contract, the total price for the goods and/or services shall be the same regardless of whether purchasers make payment by cash, credit card, or electronic payment. The bidder shall bear any processing or surcharge fees associated with the use of credit cards or electronic payment.

4.5 EXPERIENCE AND EXPERTISE

Bidder this part of your bid response is SELF-AUTHORED by you, no form is provided.

• Title this “4.5 Experience and Expertise”.

The Contractor shall have a minimum of three years of experience and Member Appraisal Institute (MAI) designation. Please provide detailed information about your company's experience and expertise in projects similar to the scope identified in section 1.2 of this solicitation. Please describe experience working with government. Governmental entities often have regulations, processes, or stipulations not common in the private sector.

This part of the bid response is scored up to 20 points.

4.6 WORK PLAN AND PROJECT SCHEDULE

Bidder this part of your bid response is self-authored by you, no form is provided.

• Title this “4.6 Work Plan and Project Schedule”.

Work Plan: Include all project requirements and the proposed tasks, services, activities, etc.

necessary to accomplish the scope of the project defined in this RFP. This section must contain sufficient detail to convey to members of the evaluation team the Proposer’s knowledge of the subjects and skills necessary to successfully complete the project.

The Proposer may also present any creative approaches that might be appropriate and may provide any pertinent supporting documentation.

Project Schedule: Include a project schedule indicating when the elements of the work will be completed. Project schedule must ensure that any deliverables requested are met.

This part of the bid response is scored up to 40 points.

4.7 (APPENDIX D) - REFERENCES

A FORM is provided for this part of your bid response. See APPENDIX D – References.

Bidder this part of your bid response requires you to submit reference from other parties (do not use Washington State Parks and Recreation Commission as a reference).

Bidder must provide at least Three (3) Reference WITH FRESH ACTIVITY.

Provide a minimum of three references for similar services, with name, phone number and email.

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This part of the bid response is evaluated on a pass/fail basis.

4.8 (APPENDIX E) – DIVERSE BUSINESS INCLUSION PLAN – SUBCONTRACTORS

A FORM is provided for this part of your bid response. See APPENDIX E – Diverse Business Inclusion Plan – Subcontractors.

Appendix E – Diverse Business Inclusion Plan - Subcontractor is evaluated on a pass/fail basis.

REQUIRED ONLY if Bidder will be using subcontractors to perform the Contract: This exhibit outlines the inclusion plan for diverse business subcontractors pertaining to the Contract.

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5 RESPONSES – PREPARATION, SUBMISSION REQUIREMENTS AND PREFERENCES

This section identifies how to prepare and submit your bid for this Competitive Solicitation. By responding to this Competitive Solicitation and submitting a bid, bidders acknowledge having read and understood the entire Competitive Solicitation and accept all information contained within this Competitive Solicitation.

5.1 SUBMISSION OF RESPONSES

Bids must be complete, legible, signed, and follow all instructions stated in the Competitive Solicitation (including the appendices, and exhibits). Unless otherwise specified in writing by documents included with an electronic bid must be prepared in MS Word, MS Excel, or Adobe PDF. Where required to do so, bidders may sign using either a physical or electronic signature.

Bidder’s electronic bid must be emailed to the Procurement Coordinator at the following email address: BidBox@parks.wa.gov. The email subject line should include the bid identification number, "Bid," and your company name (e.g., "RFP # Bid ACME"). Ensure the email, including attachments, is less than 30MB. It's recommended to keep it under 25MB. Zipped files are not accepted. All responses and any accompanying documentation become the property of State Parks and will not be returned.

State Parks will send an automatic acknowledgment of bid receipt. This acknowledgment does not determine the bid’s responsiveness. If the bidder does not receive an acknowledgment within a reasonable time, it is the bidder's responsibility to contact State Parks for confirmation.

VERIFICATION: Bidders are welcome to contact the State Parks Contracts and Grants Program team (CGP) to see if your bid response was received, however, this process works best if there’s enough time between the date and time submitted and the bid’s due date deadline. Send verification requests to:

contracts@parks.wa.gov The email subject line should include the bid identification number, "Verification," and your company name (e.g., "RFP # Verification ACME") CAUTION: Submit your bid response early as a safeguard against any technological slow-down or delays. Bids received after the deadline for any reason, no matter the cause, regardless of responsibility, will be rejected.

--- Late submissions will be considered non-responsive and may be rejected. ---

5.2 RESPONSE LAYOUT REQUIREMENTS

The Bidder’s bid response should be logically assembled so that the evaluators can easily understand what they are reading and relate what they are reading back to the competition document’s requirement. Evaluators appreciate landmarks or references using the competition document’s section numbers and section titles. One mistake that Bidders make is that they have a previously prepared statement or materials that don’t precisely relate to the competition document’s individual requirement (it wasn’t tailored or designed for the requirement), or that the previously prepared statement (or material) is supposed to relate to two or more requirements of the competition document. That can be confusing and may result in a negative impact to the evaluation of the Bidder’s bid response.

NOTE: If evaluators cannot easily identify the statement/material or cannot easily link it to the competition’s section reference, requirement, or question the statement/material may be misunderstood, disregarded, or may negatively impact the evaluation of the response.

mailto:BidBox@parks.wa.gov

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5.3 WASHINGTON STATE PROCUREMENT PRIORITIES & PREFERENCE

The following Washington State procurement priorities and preferences apply to this Competitive Solicitation:

WASHINGTON SMALL BUSINESSES AND/OR CERTIFIED VETERAN-OWNED

BUSINESSES. In furtherance of Washington’s business inclusion goals State Parks will evaluate bids for best value and will provide a bid preference to any bidder who certifies.

• WASHINGTON SMALL BUSINESS. Bidder is a Washington Small Business as defined in RCW 39.26.010. To qualify as a Washington Small Business, Bidder must meet three (3) requirements:

o Location. Bidder’s principal office/place of business must be located in and identified as being in the State of Washington. A principal office or principal place of business is a firm’s headquarters where business decisions are made and the location for the firm’s books and records as well as the firm’s senior management personnel.

o Size. Bidder must be owned and operated independently from all other businesses and qualify as one of the following:

• Bidder Qualifies as a Small Business – i.e.,

• Bidder has fifty (50) or fewer employees; or

• Bidder has an annual gross revenue of less than $7,000,000 as reported on Bidder’s federal income tax return or its return filed with the Washington State Department of Revenue over the previous three (3) consecutive years.

• Bidder Qualifies as a Mini business – i.e., Bidder has an annual gross revenue of less than $3,000,000, but $1,000,000 or more, as reported on Bidder’s federal income tax return or its return filed with the Washington State Department of Revenue.

• Bidder Qualifies as a Microbusiness – i.e., Bidder has an annual gross revenue of less than $1,000,000 as reported on Bidder’s federal income tax return or its return filed with the Washington State Department of Revenue.

o WEBS Certification. Bidder must have certified its Washington Small Business status in Washington’s Electronic Business Solution (WEBS).

• CERTIFIED VETERAN-OWNED BUSINESS. Bidder is a Certified Veteran-Owned Business under RCW 43.60A.190. To qualify as a Certified Veteran-Owned Business, Bidder must meet four (4) requirements:

o 51% Ownership. Bidder must be at least fifty-one percent (51%) owned and controlled by:

(a) A veteran as defined as every person who at the time he or she seeks certification has received a discharge with an honorable characterization or received a discharge for medical reasons with an honorable record, where applicable, and who has served in at least one of the capacities listed in RCW 41.04.007;

(b) A person who is in receipt of disability compensation or pension from the department of veterans affairs; or

(c) An active or reserve member in any branch of the armed forces of the United States, including the national guard, coast guard, and armed forces reserves.

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o WEBS Certification. Bidder must have certified its Veteran-Owned Business status in Washington’s Electronic Business Solution (WEBS).

o WDVA Certification. Bidder must have provided certification documentation to the Washington Department of Veterans’ Affairs WDVA) and be certified by WDVA and listed as such on WDVA’s website (WDVA – Veteran-Owned Businesses)

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6 EVALUATION AND AWARD

This section identifies how bids for this Competitive Solicitation will be evaluated.

6.1 BID RESPONSIVENESS

All Responses received by the stated deadline will first be reviewed by the Procurement Coordinator to ensure that the Responses appear to contain the information required in this competition document. Only Bid Responses that meet the requirements will be forwarded for further substantive review. Any Response that does not appear to contain all of the required information or any Bidder who does not meet the mandatory qualifications will be rejected as non-responsive and will be removed from further evaluation. However, the Procurement Coordinator has the right to waive minor informalities, and/or seek clarification if confused provided that neither alters the content of the Response. A bidder’s failure to provide requested clarification within five (5) business days may result in disqualification.

State Parks reserves the right to: (1) Waive any informality (State Parks reserves the right to determine the actual level of Bidders’ compliance with the requirements specified in this competition and to waive informalities in a bid). An informality is an immaterial variation from the exact requirements of the competition, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the supplies or performance of the services being procured.; (2) Reject any or all bids, or portions thereof; (3) Cancel the Competitive Solicitation and may re-solicit bids; and/or (4) Negotiate with the lowest responsive and responsible Bidder(s) (or Bidder with the most points) to determine if such bid can be improved.